Whether you’re running a business or running a home, keeping things organized is key to success. There are tons of apps and websites out there these days to help you stay organized, but I always go back to my old belief: Microsoft Excel. I can’t seem to part with it.
Microsoft Excel isn’t just something your parents used in their desk jobs. When used effectively, it can be a rewarding tool in your arsenal, whether you’re running a business, a home, or simply needing a budget. Drop-down lists simplify data entry, which is useful when time is money.
How to create a drop-down list in Excel
Drop-down list saves time when entering data Image: Maria Diaz / ZDNet
1. Select the cells that need the drop-down list
In this example spreadsheet, there is a list of customers on the left and a column with Contact Interests on the right. We’ll add a drop-down list for their communication preferences, to choose whether they want to be emailed, called, or texted.
2. Go to Data in your options, then select Data validation
A Data Validation popup will appear after you click on Data Validation.
3. Under Allowoption List from the menu
In the Data Validation pop-up, go to the drop-down menu under Allow and select List.
4. In Sourceenter items for your drop-down list, separated by commas
Enter the items you want to be selectable in your drop-down list, each item separated by a comma.
5. The drop-down list is ready!
Whenever a cell is clicked, a dropdown arrow will appear in the lower right corner, click the arrow and a dropdown will appear to choose from. When you select an item from the list, it will populate the cell.
Frequently asked questions
Do I need a formula to create a drop-down list?
No formula needed, all you need to do is change the way you enter data, from input to select. So just go to Data and change Data Validation will do, same as above steps.
Is a dropdown the same as data filtering?
Although they are often confused, Filtering data is different from a drop-down list. Data filtering is added to the headers of each column, so you can filter the displayed data by category. For example, filter by month, location, etc. However, the drop-down list allows the user to select an item to fill in the cell.
